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Forms

WHO EDITS THE NSU WEBSITE?

Each website within the NSU Website has an assigned NSU Website Content Editor and Contributor, who are designated by a signed form, by the Department Head and are required to be NSU Faculty and Staff. 

*Signed forms are a state requirement for user access control of databased systems. This is a security requirement.


Editors and Contributors are required to edit their designated website content as well as make necessary changes to files (.pdf or .doc). Editing websites is not a service offered by the NSU Webmaster. Please see "Services Offered" for additional information. 

Assigning a Website Editor or Contributor

How do I assign a Website Editor or Contributor?

  • New Website Request

    Department Heads may request a new website by filling out the NSU Website Content Editor and Contributor forms. 

    Initial Request Workflow:

    1. Department Head fills out the NSU Website Content Editor and Contributor forms
    2. The assigned Content Editor & Contributor are required to be NSU Faculty or Staff
    3. Send these forms to Debbie Lyn Jones, Information Technology Manager I, djones@nsu.edu
    4. Fill in the address with your department name & name of the website - this address will change
    5. Once your forms have been received, I will contact you to confirm the location of the website and ask if you have preferences for a short website address.
    6. I will then set the permissions for the assigned Editor and Contributor - and set up training once this is done.
    7. See below for turn around time.

    Website Shell Workflow

    1. I will create the default website shell with the following blank pages: Home, About, Department (or) Services, Contact Us. Please see the NSU Website Guidelines for page structure.
    2. Once the shell has been created, I alert the Content Editor.
    3. The assigned Content Editor and Contributor is required to attend training prior to adding content or editing their websites.

    The processing time for the creation of a new website can vary and can be up to 1 work week. This is only for the website shell.  Setting permissions is a 3-day turn around. 

    The newly assigned Editor and Contributor are responsible for populating the new website with content. See TRAINING page.

  • Access and Permissions

    System Permissions

    Please be aware that permissions in the previous system (Percussion CM1) is not carried over to the new system Kentico EMS. You will need to fill out a new form for access to the newer system.

    Permissions

    The Department Head assigns the website content editor and contributors by filling out the related form. Once a signed form has been received, Debbie Jones, Information Technology Manager I will set, remove or change the necessary permissions. An assigned website content editor may also assign contributors.

    To remove permissions, the department head assigns a new website content editor, and they or the assigned editor use the un-assign contributor form to remove permissions for a website content contributor.

    As per state policy, a user cannot be assigned permissions higher than necessary for the required work.  In this, a user would not need higher than Editor or Contributor permissions to this or any web related system or any system Debbie Jones, Information Technology Manager I administers.

    Access

    In the event an editor or contributor has their active directory permissions revoked or removed, they no longer have access to the content management system.  In cases where their active directory is revoked or removed and later reinstated, a new form will need to be filled out for their permissions to be restored.

  • Editor & Contributor Prerequisites

    Department heads can assign 1 Editor and 1 Contributor per site only.  

    • Editors and Contributors are NSU Faculty and Staff who have an assigned NSU userid and passwords

    Prerequisites:  No coding or programming language is required. Requirements are that a person is able to cut and paste text, select text and buttons, double click, highlight, type and delete text.

  • Editor & Contributor Responsibilities

    Assigned NSU Website Editors and Contributors are responsible for maintaining the accuracy of their assigned websites by placing or removing website content. This includes but is not limited to:  website content, files, images, photos, contact information and etc.  

Forms

Contact Debbie Jones - djones@nsu.edu if you have questions about the NSU Website Content Editor or Contributor forms or permissions.

  • Content Editor Form

     

    NSU Website Content Editor Form

    Designations: NSU Website Content Editors are assigned by the department heads by using this form. Only one Editor may be assigned per website. NSU Website Content Editors are required to be current NSU Faculty or Staff.

    Instructions: Incomplete or inaccurate forms will be returned. Submitted forms may not be amended. Do not alter this form. Changes must be sent via a new signed form. This form supersedes all previous versions. The processing time for this form is 3 working days.

  • Content Contributor Form

     

    NSU Website Contributor Form

    Designations: NSU Website Content Editors are assigned by the department heads by using this form. Only one Editor may be assigned per website. NSU Website Content Editors are required to be current NSU Faculty or Staff.

    Instructions: Incomplete or inaccurate forms will be returned. Submitted forms may not be amended. Do not alter this form. Changes must be sent via a new signed form. This form supersedes all previous versions. The processing time for this form is 3 working days.

     

    * To Unassign - you need to fill out the form to reassign a replacement

  • Form Processing Time

    The processing time for adding a Content Editor / Contributor is three working days on the average. Please do not schedule yourself for training until -after- you have been notified that your permissions have been successfully setup.

  • What Comes Next?

    Once I have set the permissions for the Editors and Contributors, they will be notified via NSU email.

    They then would navigate to the Training & Tutorials section and follow the instructions on how to schedule a training session. 

    Please take time to also read the newsletters.

Change Requests

  • Change Requests & Authority

    Before sending change requests to me (Debbie Jones), please ensure that you have authority over the website you are making the request form.  (assigned NSU Website Content Editor or Contributor).

    If you are not the assigned NSU Website Content Editor or Contributor, I will need to then send the request on to the assigned NSU Website Content Editor and Contributor for them to make the change. 

  • Types of Changes

    Editors and Contributors Responsibility:

    • Adding files, content or images
    • Changing files, content or images

    Send a Request to djones@nsu.edu:

    • New page
    • Rename page
    • Move page

    See this page for additional information:  Services Offered

  • Making Requests

    Making Requests

Guidelines & Policies

  • Guidelines & Policies

    The Department Head as well as the assigned NSU Website Content Editors and Contributors, by their signature on these forms, agree to abide by - and acknowledge their understanding of - the Norfolk State University Website Policies and Guidelines

  • Archival of Files

    Archiving

    The NSU Website Content Management System may only be used for content which is live. Please use your M or O drive to house archived content, documents or other types of information.

    Removing, Deleting or Replacing 

    Once removed, deleted or replaced items within the NSU Website Content Management System are no longer recoverable.or archived from the NSU Website the NSU Webmaster is no longer responsible. 

Roles

Click below to learn more about roles and responsibilties as outlined in the NSU Website Guidelines.

  • NSU Website Administrator

    Debbie Jones, Information Technology Manager I plans, designs, develops and implements web, intranet, extranet and internet software projects in support of the electronic process. This includes coordination with various departments and divisions to define requirements, develop system specifications, project planning and tracking, software development and/or coordination of software development vendors, project implementation, system training and planning of on-going support.

    In addition, Debbie Jones plans and manages and maintains the Norfolk State University official website (internet) and intranet as well as information, scripting and other materials found within the Norfolk State University website for the use of its customers, other interest groups and general public.

    Debbie Jones is responsible for assisting the assigned website editors and contributors with troubleshooting issues, providing training and/or training materials as well as reviewing submissions on the development servers prior to publishing to production.

  • Department Head

    It is the responsibility of the department head to ensure the content within their websites are accurate and current. Department heads have the option of assigning website content editors and contributors to create, update, and maintain department websites on the web content management system.  It is a requirement to assign 1 website content editor and at least one website content contributor. However, more than one website contributor may be assigned.

    It is the responsibility of the Department Head to notify Debbie Jones, Information Technology Manager I, when a website editor or contributor left NSU or relocated to another department and will no longer be editing their website.  This notification is required to be via NSU Email and with a signed website content editor assignment form.

    The Department Head will send all changes to the NSU Website to Debbie Jones, Information Technology Manager I at djones@nsu.edu. Changes may not be taken over the phone or via meetings. This is to comply with the state requirements regarding website request records retention.

    Coverage and Assigning an Alternative:  Department heads should ensure there is coverage when the assigned editor and contributor are unavailable for extended periods.

  • Website Content Editor

    The website content editor will be responsible for all corrections of errors and mutually agreed upon updates or enhancements to the department website. The website content editor works with Debbie Jones, Information Technology Manager I with regards to their website. However, the website content editor will assign website editors or updates to the contributors, who assist them with keeping the website up to date. Only the content editor may request changes to the website such as new pages, photos, changes to navigation or etc.

    Upon the event a website editor is reassigned or leaves NSU, responsibility for submitting updates to Debbie Jones, Information Technology Manager I, will be transferred to the department head by default, until a new website editor is assigned and has completed orientation and WCM training with Debbie Jones, Information Technology Manager I.

    The NSU Website Content Editor will send all changes to the NSU Website to Debbie Jones, Information Technology Manager I. Changes may not be taken over the phone or via meetings. This is to comply with the state requirements regarding website request records retention.

    Prerequisites:  Website content editor training consists of website editors learning to manage their website content, by making additions, changes or deletions to their website content. No coding or programming language is required. If an content editor is able to:  cut and paste text, select and click buttons, edit text, double click, highlight text, type text and delete text, then they will be able to edit their assigned NSU website. Website Content Editors may be current NSU Faculty or Staff.

  • Website Content Contributor

    The website content contributor is assigned by either the department head or the website content editor. The content contributor is assigned work and tasks by the content editor.  The content editor is the backup for the content editor.

    Upon the event a website contributor is reassigned or leaves NSU, it is the responsibility of the NSU Website Editor to submit a un-assign Contributor form to remove permissions and then submit a website contributor assignment form if this was the only website content contributor.

    The NSU Website Content Contributor will send all changes to the NSU Website to Debbie Jones, Information Technology Manager I. Changes may not be taken over the phone or via meetings. This is to comply with the state requirements regarding website request records retention.

    Prerequisites:  Website content contributor training consists of website editors learning to manage their website content, by making additions, changes or deletions to their website content. No coding or programming language is required. If an content contributor is able to:  cut and paste text, select and click buttons, edit text, double click, highlight text, type text and delete text, then they will be able to edit their assigned NSU website. Website Content Contributors may be current NSU Faculty, Staff or Students.